< Previous30 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk IT AND TELECOMS Although almost all businesses are now reliant on broadband, many continue to ignore simple yet effective communications solutions. The evolutionary imperative of ‘adapt or die’ may be a bit extreme, but the message is certainly applicable to businesses. For those that don’t remain up to date with changing technologies risk not only be left behind, but being unable to connect, communicate and work with their fellow businesses. As the corporate world continues to feel the strain and fortifies itself against the pandemic, it’s critical that companies do everything they’re able to safeguard themselves. For many remote and home workers, file sharing services, software and apps have become invaluable, but they are still being overlooked by many businesses who could benefit from them. WeTransfer and Dropbox etc. enable companies and individuals to securely send – and in the case of the latter, store – documents, images and other important data. This can be accomplished in the office or remotely from a smart phone or tablet and both services are free-to-use up to a certain capacity whilst also offering paid-for subscriptions for businesses to access larger storage space and file transfers. Of course, file transfer and storage fall sunder the wider umbrella of cloud storage. At its simplest, the ‘cloud’ refers to software and services that run on the internet rather than locally on one’s computer. As with the internet itself, the cloud isn’t owned or managed by any one organisation but is rather a collective term for a variety of applications operated by different organisations. For businesses, this allows more flexible, accessible and trust-worthy storage than a hard drive or local servers – both of which can malfunction, be ruined in fire or flood or corrupt and erase data. Because of its inherent flexibility, cloud computing is perfectly suited to remote workers who can access everything they need from a home office. The same can be said for working on-the-go, with staff able to access files via a smart phone, tablet or laptop, whether that’s on the way to a meeting or during a networking session. Although cloud storage does come with myriad cybersecurity risks, these can be mitigate with the use of firewalls and VPNs (virtual private networks), making them much safer and more secure than even password protected and/or encrypted memory sticks. Despite the obvious benefits to business, there are companies that still refuse to implement a cloud storage strategy into their operation. There are a number of reasons why, from misconceptions around the initial investment and subscription costs, to a simple fear of new technologies. But perhaps the biggest fear concerns security. However, the security of cloud storage and similar services is improving all the time. Those regular updates on your smart phone usually contain security fixes, meaning they need to be installed as soon as possible. Compared with, say, the telephone, digital technologies are still very young, but it’s important for companies to be cognizant of security risks such as hacking and phishing and Over the last year, companies have found their IT and telecoms systems tested under the strain of COVID-19. For some companies, it’s validated investments in robust digital infrastructure and cybersecurity solutions, while for others it has laid bare the need to upgrade their communications technology. Others have been forced to adapt and update, as they adjust to new technologies for the first time in the history of their businesses. Adapt evolve survive 30-32.qxp_Layout 1 08/01/2021 12:56 Page 1www.eastmidlandsbusinesslink.co.uk East Midlands Business Link 31 IT AND TELECOMS tool staff up with the knowledge they need. A robust suit of virus protection services is also a must. Some businesses may think they’re saving money by using a cheaper – or even free – virus protection but, ultimately, it’s a false economy. Businesses cannot afford to cut corners when it comes to cybersecurity. Though hacks are never welcome, bigger businesses are often in a better position to endure them and may even have insurances in place to cover them in such an event. But for SMEs, a hack can be truly devastating and something they may not ever fully recover from. But the benefits outweigh the risks. Take, for example, video conferencing, which has existed in one form or another since the eighties. But now with web- based video conferencing, teams can convene in virtual meeting rooms. The majority of video conferencing solutions typically come bundled with online collaboration tools such as document sharing, text chat and screen sharing. The benefit, of course, is that teams can collaborate over distances and meetings can be hold from parties in two or more different countries. One of the biggest business communication trends tipped for growth is unified communications – that is the integration of real-time and near real- time communications systems. This means bringing together chat services, phone, video conferencing, messaging, feedback and commenting systems into a unified system which reduces infrastructure and boasts more features for a more responsive experience. What has taken place with video conferencing becoming near inseparable from other collaborative communication tools will happen right across the sector as companies bring their communications increasingly into one unified solution. Over the first national lockdown, many employees were working from home for the first time. Although many returned to their office as restrictions eased, many have transition to home working either for the foreseeable future or until the worst of the pandemic has passed. Throughout 2020, necessity drove the widespread adoption and use of video conferencing applications such as Zoom. Likely, these tools will simply become part of a business’ toolkit rather than just being a means of maintaining communications and events during the coronavirus crisis. Though none of us would have asked for the pandemic, we can use it is a catalyst to usher in step changes in outdated IT and telecoms systems and usher in an age of more unified, interconnected business communication. Cybersecurity has become one of the single biggest dangers to modern businesses. It used to be that all a business had to worry about when it came to the internet was ensuring it had a competent virus protection and firewall in place. But that’s now no longer enough to defend against the near omnipotent threat of hacking, phishing e-mails, malware and myriad other digital dangers. Without adequate measures in place, a business not only puts the data of itself and its customers at risk, but also it can cost new contracts and put a dent in the bottom line. Although a business 32 Á © Shutterstock /NicoElNino 30-32.qxp_Layout 1 08/01/2021 12:56 Page 232 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk IT AND TELECOMS should make sure their own in-house cybersecurity is up to snuff, many believe their suppliers should be doing the same. Research has shown that a third of businesses would terminate contracts with suppliers whose negligence caused them to become a victim of cybercrime. Most business leaders believe that their suppliers are duty-bound to ensure they do not expose themselves to unnecessary cybersecurity risks. One in five of those surveyed said they would take legal action to recover financial losses incurred from a breach resulting from a supplier’s negligence, while a similar number would use the incident for a further discount. Just three per cent said they would take no action. The main take-away here is that businesses, big or small, cannot afford to ignore the risk of cybersecurity. While a massive multi- national could recover in time, for an SME it could very well cost everything. For small businesses, cybersecurity measures can seem overwhelming, while a small family firm that’s been trading for decades might think they won’t be affected. With many employees having worked at home – or continuing to work from home – employees simply can no longer afford to turn a blind eye to cybersecurity. Home set-ups are often insecure, lacking robust defensive measures such as VPNs, antivirus solutions, firewalls and intrusion prevention systems. However, there are plenty of ways for employees to work from home whilst also ensuring the company’s cybersecurity isn’t compromised. For example, home workers could be set-up with company computers complete with its entire suit of cybersecurity measures. Alternative, solutions such as remote desktop will allow workers to access their work computers (with the company’s cybersecurity measures) remotely. However, that may not be a long-term solution and using public networks comes with its own risks. However, whether using remote desktop or a company machine, it’s usually the case that employees use more than one device – checking emails and corresponding on-the-go on their mobile devices, catching up on work related reading go the tablet in the evening, opening sensitives documents on personal devices etc. So, while an employee’s laptop may have sufficient cybersecurity controls, using an insecure smartphone may enable cybercriminals to compromise an organisation’s cybersecurity position. Remote working also comes with infrastructure risks – an office environment sees employees using secure communication infrastructure and intranets to communicate and exchange information. Work from home interactions, on the other hand, are increasingly dependent on internet connectivity. In a nutshell, intranet is a closed network, and the internet is a public network. This obviously presents a big risk when it comes to data sharing as public internets are insecure and, often, full of malicious actors. It may also contain many flaws which can be compromised, allowing a cybercriminal to intercept every piece of data transmitted through the wide area network. However, there is a way to get the best of both worlds as secure VPNs can help keep data safe, while using secured applications for file sharing, sending and receiving emails is also recommended. Other actions an employer can take include training employees on basic security practices such as using (and regularly changing) complex passwords, as well as developing and implementing a disaster recovery and business continuity plan that will guide in recovery efforts in case of a data breach on a remote workstation. Whether a company’s employees are all based under one roof, or working from different locations including home offices, bosses can not longer turn a blind eye to cybersecurity. © Shutterstock /Andrey_Popov 30-32.qxp_Layout 1 08/01/2021 12:56 Page 3www.eastmidlandsbusinesslink.co.uk East Midlands Business Link 33 LOGISTICS AND TRANSPORT The current state of lockdown economy means the supply chain must now move faster and more efficiently than ever before to enable products to arrive on the shop shelves as quickly as possible – and using fewer resources. Fresh challenges have reached the market in terms of hygiene and safety around the COVID-19 crisis, but everyone in the industry should by now know how to work around those elements – it is the large scale demands that pose the real challenge. The supply chain, including the logistics industry, has been stretched thin by this, and is set to be stretched further still in 2021 by a new lockdown gripping our region. New principles in supply chain management are making a major impact on efficiency. The latest routing and scheduling software, for example, helps supply chain managers plan their routes more efficiently, controlling fleets with a level of precision that could only be dreamed of in the past. With the issues of cost and efficiency under the spotlight like never before, multimodal solutions are becoming more and more attractive to supply chain managers. It’s certainly the case that Moving in a crisis In light of the latest lockdown and with communities cut off, logistics and transport has come more into the public eye than it ever has in recent years. © Shutterstock /Milos Muller 34 Á logistics 33-35.qxp_Layout 1 08/01/2021 12:58 Page 134 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk LOGISTICS AND TRANSPORT many companies aren’t following routes that could be more effective – for example, while sixty-three per cent of containers arrive in the UK through ports in the South East of England, only ten per cent of large distribution warehousing is based there. Most of the items therefore have to travel across the country to our region in trucks that will inevitably ramp up the carbon emissions and fuel costs. The problem for many is the availability of warehouse space, however. New warehouse developments are being built all the time, and yet the demand is so high that they are bought prior to speculative completion in many cases, leaving companies with the unenviable choice of investing more for the future, or investing now in a greater fleet and accepting those higher costs in the short term. No company wants to be accused of short-termism, but with COVID here and the economy shaken, it may not be a time for long term investments either. The introduction of more warehousing in the right areas will make a difference, as too will the co-operative logistics schemes whereby numerous companies can work together to fill up one lorry with a number of products rather than have dozens travel around half-empty. However, companies can make a huge difference with the introduction of a more multimodal approach. It’s not just the vehicles on the road that have an environmental impact, either – those confined to the warehouse play an equally important role. A recent environmental study illustrated that the biggest share of a warehouse truck’s impact on the environment is related to the use of the truck, rather than the 33-35.qxp_Layout 1 08/01/2021 12:58 Page 2www.eastmidlandsbusinesslink.co.uk East Midlands Business Link 35 LOGISTICS AND TRANSPORT © Shutterstock /industryviews resources used in its manufacture. The study considered the truck’s environmental impact throughout its complete life cycle and suggested that 66.8 per cent of the truck’s impact on the environment is connected to energy consumption during use. One of the ways in which this can be dealt with is arranging more optimised warehouse layouts. For example, a simple measure like moving a printer within a warehouse could lower truck energy consumption by as much as twenty per cent. Effective warehouse management has made a major difference to the smooth running of a supply chain – and can help companies meet the stringent traceability and security requirements of the major retailers. The new breed of warehouse management and distribution tools, are however, ensuring complete traceability throughout the entire process. Each item can be monitored, traced and accounted for at every step of the way – and records of all these transactions can be easily made available, which is now often required by retailers in any case, as well as customs and excise. In an industry where supermarkets are demanding a determining point of origin or batch numbers for any recalls within twenty-four hours, it’s obviously of paramount importance that the traceability systems don’t falter upon reaching the supply chain. Due to the high-profile nature of many large retailers, both in terms of the media and public opinion, retailers are very quick to drop suppliers who show failures or delays in terms of tracing back problems – so having a good system in place can help prevent loss of major contracts. 33-35.qxp_Layout 1 08/01/2021 12:59 Page 32020 was the year of virtual communication with Zoom downloads increasing by 1200% within the first week of lockdown one and whilst the majority of us still prefer in person connection, we should accept the fact that a large percentage of our work and communication will continue to be conducted within the digital space. Many of us have become pros at mastering Zoom and other video platforms by now, whether out of choice or not, and my prediction is that the facilitation of meetings, presentations and events online is going to become a way of life for us all, so how can we make them more bearable and why would we bother? Results from a recent case study from Vistaprint show that following an online staff party, which incorporated fun elements such as fancy dress and awards, there was an uptick in engagement, productivity and overall happiness, which was then reinforced in their monthly employee satisfaction survey, showing a boost of up to 20% in engagement and happiness-based rankings. This is something that cannot be ignored when it comes to staff management and overall effectiveness in the workplace - all achieved by just making that extra bit of effort and thinking creatively with whatever budget or time you have. Therefore, I have put together some creative suggestions for ‘zhooshing’ up those online experiences to keep those client relationships strengthened and team morale boosted: 1. Bat it back Ask your teams for ideas on formats for your meetings/events and send out a survey - Survey Monkey is a free platform and great for this. By Fiona Duncan-Steer, founder of RSViP Business Networking Agency. 36 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk NETWORKING occasion of it – set a Spring/Summer dress code, play some light background music, and incorporate into a team meeting or event with an interactive game or entertainment such as a magician. 8. Awards ceremony with a difference Maybe your annual awards ceremony was cancelled last year, and you are unsure as to whether to go ahead this year – whatever your situation, it is totally possible to host them online with some thought and preparation, so why not consider a spoof awards ceremony for your team, integrating fun categories such as ‘joker of the office’ or ‘the always late’ award, complete with online certificates for the winners. 9. Online wine tasting Yes! This is now a ‘thing’, so why not hire a sommelier to host a bespoke wine tasting session for you and your team - perhaps extend the invitation to key clients, send everyone the wine samples prior and enjoy learning about wine, networking amongst yourselves and having a great time in the process. 10. Cocktail party Many venues who have spent a lot of time closed this past year have cleverly adapted to provide online deliveries of their cocktails, so why not host your very own cocktail party from the comfort of your own home. Arrange for your team to receive their own cocktail, or selection of, directly to their door and enjoy a ‘cheers’ on screen. This works particularly well integrated into any other of my suggested event ideas, such as an afternoon tea party, quiz/games nights or simply a fun Friday meeting to kick start the weekend. Enjoy! 10 creative ideas to boost team morale through the screen 2. Team meetings Send out a gift of coffee or a box of luxury tea bags and a packet of biscuits by post prior to your meeting and enjoy together on screen. 3. Use video messaging Personally communicate to your teams prior to meetings via video message, rather than in a blank generic email – a platform like Bonjoro is really useful for this and free to use too. 4. Incorporate fancy dress Or a themed dress code – if it is a special meeting, event or occasion, why not set a dress code for the meeting to add a bit of fun and laughter - choose a colour theme or letter of the alphabet for something a bit different. 5. Online games We may be all ‘quizzed out’ by now, but quizzes encourage competitiveness and team spirit, so why not try out other games that work just as well through the screen such as Taboo – the description word game which is both fun and educational at the same time, or how about online charades, which tests acting abilities. 6. Sweet treat deliveries There is nothing better than receiving a box of cakes through the post, so why not treat your team to branded cupcakes by post, a box of assorted brownies or personalised donuts - they make great client gifts too. 7. Afternoon tea party Speaking of sweet treats, how about hosting your own tea party for your team or clients – many venues are doing afternoon tea boxes delivered or on a click and collect service, with options to upgrade to a mini bottle of fizz - or just do BYO booze. Either way, make an 36-37.qxp_Layout 1 08/01/2021 13:00 Page 1For more assistance on staying connected online creatively, contact me at: fiona@rsvipnetwork.co.uk www.fionaduncansteer.com www.rsvipnetwork.co.uk 36-37.qxp_Layout 1 08/01/2021 13:00 Page 238 East Midlands Business Link www.eastmidlandsbusinesslink.co.uk EMPLOYMENT LAW © Shutterstock /ian johnston new laws A new year means new legislation, but will this year be calm and easy for business, or a legislative nightmare? New year, 38-39.qxp_Layout 1 08/01/2021 13:03 Page 1www.eastmidlandsbusinesslink.co.uk East Midlands Business Link 39 EMPLOYMENT LAW A New Year always raises the prospect of change, and as we bid farewell to 2020 – deemed by many to be the worst year of their lives – questions remain as to whether 2021 will be all that much better. For business, those questions ring even truer, and there are a lot of changes to predict. The year past has seen the arrival of coronavirus, multiple lockdowns in our region and now a new one starting off the new year. Beyond that, we also finally have a Brexit deal, showing that the Government could have done this at any time and saved us the trouble but presumably chose not to, hoping the EU would bend first. Either of these would be a legislative nightmare for businesses but the double whammy of both hitting at the same time is even more frustrating. In a proclaimed push for stability for business, Government has tried its best to stay out of business – but that could only last for so long. Now, that time feels like inaction, and it’s clear something will have to change in 2021. We can almost certainly expect this to involve legislation, especially since complaint of parliament is that people haven’t been taking the lockdowns seriously enough. It may be that those abusing it weren’t based in our region but we will surely feel the effect of the laws proposed to combat it all the same. So, what can we expect moving into 2021? Right now, it’s hard to say. There are plenty of predictions across the board, and while it seems clear that there will be legislation regarding COVID-19 and management of it, we can’t know for sure whether the furlough schemes will be a part of that. The safe money is on the bet that furlough will continue, but at a reduced rate – but it may well be scrapped entirely, as is planned by March 2021, and then replaced with something that is less generous. There may be changes, amendments and the Government may seek to tighten restrictions on those who can access it, creating fresh legal hurdles for businesses to jump through to access it. The real hurdle is going to be the Brexit deal, however. This has always been known to be a minefield and the amount of time wasted on posturing has meant that there is very little in place to prepare for it. Naturally, the Government thought it had more time or that when this didn’t happen there wouldn’t be a second crisis like the lockdown. As such, it’s hard to be one hundred per cent sure of anything, but we can certainly predict with a lot of accuracy what will become more complicated. In employment law specifically, the recruitment of EEA nationals and contractors is going to get a lot more complicated. Many may be set to lose their right to live in the UK, meaning workforces will find themselves either lacking recruits or perhaps even losing employees entirely. The new points- based immigration system promises to make this easy to work around, but few are the experts believing that one. Employers even wishing to attempt this will need a license to sponsor an employee, meaning more hoops for businesses wishing to expand their recruitment pool. As a result, this will likely see smaller employers shy away from hiring non-nationals solely because it is too much hard work, losing out on potential employees. As if that wasn’t hard enough, there are other bills currently going through Parliament, including an overhaul to pregnancy and maternity leave that is expected to pass and become law this year. If passed, it will place heightened limits on what can and can’t be offered to those returning or leaving for maternity leave, including an inability to make someone reductant for up to six months after they come back, except in extreme circumstances. There is even talk of allowing parents to request neonatal leave and pay, meaning a whole raft of new updates to working practices. Many of the others laws we can expect will be because of coronavirus or to make life easier for those in a world dominated by it. Flexible working may see an overhaul to cope with the fact that, after working from home for so long, many people might not be willing or want to come back to five days a week in the office. There may be laws in place to prevent business forcing them back, or the Government may add additional guidelines on how to do so. There are many more bills currently going through Parliament, and it’s hard to know what businesses in our region will face in the new year. All that can be said is that while 2020 has been a difficult year, 2021 is unlikely to be the miracle pill the economy needs. It may be better than 2020, but it will still be a hard time for all of us. 38-39.qxp_Layout 1 08/01/2021 13:03 Page 2Next >